Job Role

The Administrator – Pharmaceutical is responsible for coordinating administrative operations within the pharmaceutical environment, ensuring compliance with regulatory requirements, supporting inventory and documentation processes, and facilitating efficient communication between internal departments, suppliers, healthcare stakeholders, and regulatory bodies. The role supports operational excellence and compliance while ensuring effective office administration.

2. PURPOSE OF THE ROLE

• Support efficient pharmaceutical administrative operations.
• Maintain accurate operational and compliance documentation.
• Assist in inventory, procurement, and supplier coordination activities.
• Support regulatory and quality assurance requirements.
• Improve operational efficiency and administrative controls.
• Ensure effective communication between internal and external stakeholders.

3. DUTIES AND RESPONSIBILITIES

A. Administrative Operations Support

• Coordinate day-to-day administrative activities within the pharmaceutical business.
• Manage office records, files, and operational documentation.
• Prepare reports, correspondence, and administrative updates.
• Support departmental scheduling and coordination activities.

B. Documentation & Regulatory Compliance

• Maintain accurate compliance and pharmaceutical records.
• Support preparation and filing of regulatory documentation.
• Ensure documentation meets internal and regulatory standards.
• Monitor renewal schedules for licenses and permits.

C. Inventory & Procurement Administration

• Support inventory record management and stock documentation.
• Coordinate purchase requisitions and supplier documentation.
• Maintain procurement records and supplier databases.
• Assist in tracking stock movement reports.

D. Stakeholder & Supplier Coordination

• Liaise with suppliers, distributors, and service providers.
• Support communication with healthcare facilities and relevant stakeholders.
• Coordinate meetings, follow-ups, and documentation requirements.
• Facilitate administrative support for operational teams.

E. Reporting & Record Management

• Prepare weekly and monthly administrative reports.
• Maintain confidential records and business documentation.
• Support operational audits and internal reviews.
• Ensure timely filing and retrieval of documents.

F. Process Improvement & Office Support

• Assist in improving administrative processes and workflows.
• Support implementation of company policies and procedures.
• Monitor adherence to administrative controls.
• Contribute to operational efficiency initiatives.

Qualification

4. QUALIFICATIONS

• Diploma or Bachelor’s Degree in Business Administration, Pharmaceutical Technology, Procurement, Supply Chain Management, Healthcare Administration, or related field.
• Minimum 2–3 years’ experience in administration, healthcare, pharmaceutical, medical distribution, or related environments.
• Knowledge of pharmaceutical operations and regulatory requirements will be an added advantage.

5. COMPETENCIES

• Regulatory compliance support
• Report preparation
• Records management
• High level of integrity and confidentiality
• Strong organizational skills
• Attention to detail
• Effective communication skills
• Problem-solving ability
• Accountability and ownership
• Ability to work independently and collaboratively
• Time management and prioritization skills